Specifications for Technical Reports Library RFI Draft 9-26-25.docx

Reports Library Asset Management System PR No.: 1300XXXXXX Specifications / Salient Characteristics

TECHNICAL SPECIFICATIONS/ SALIENT CHARACTERISTICS

SECTION 1: GENERAL REQUIREMENT INFORMATION

Description of Requirement

The Research Reports Library is a unit of the Ruth H. Hooker Research Library in Washington DC and is part of the Naval Research Laboratory (NRL), the U.S. Navy’s corporate laboratory. Managing journals and publications at all levels of classification through secret, the Research Reports Library provides secure access to Department of Defense scientific and technical information and services tailored to military research and development efforts.

The Research Reports Library seeks to replace its current legacy digital asset management system. In accordance with Federal Acquisition Regulation Part 10, the Knowledge Management Decision Support Office is conducting market research to identify potential solutions capable of providing Commercial Off-the-Shelf, Non-Developmental Items (NDI), or near NDI for information services and technologies in support of the Library’s mission to offer a full range of traditional and digital library services. The solution should enhance and support the functions of the library including cataloging, circulation, user management, analytics, system administration, search, and utilization of knowledge, information, and data.

Primary Capabilities/Salient Characteristics/Technical Specifications:

1. Department of Defense (DoD) Private Cloud Service Offering (CSO) for Secret Internet Protocol Router Network (SIPRNet) based software.

a. Service Provider Security Requirements

i. Service provider must comply with the requirements of the National Industrial Security Program.

ii. Service provider must possess Secret Facility Clearance.

b. DoD National Security Systems (NSS) Public Key Infrastructure (PKI)

i. CSO must integrate with DoD NSS PKI.

2. Administrator Rights

a. Account Creation, Categorization, and Controls

i. Administrators must have the ability to create different patron types and user groups and set circulation parameters for each type of patron and item types.

ii. It must be possible to configure the services and requesting options available to patrons in a context-based manner, for example, the ability to display or restrict specific services to patrons in pre-defined user groups.

3. Collection Management

a. Cataloging

i. The system must have the ability to create, edit, and import both bibliographic and authority records from OCLC or other record supplier.

ii. It should allow libraries to create, edit and load local authority files.

iii. It must support a metadata framework based on the Standard Form 298, Report Documentation Page.

iv. It must support subject groupings and categorizations as identified in the Defense Technical Information Center’s Subject Category Thesaurus.

v. It must support multiple metadata types.

vi. It must have granular search capabilities for both bibliographic and authority records.

vii. It must have the ability to generate reports from bibliographic and authority records using detailed parameters that extract information from various fields in multiple combinations.

b. Circulation

i. Individuals must be able to securely access their own accounts, including viewing items checked out and due dates.

ii. Patrons must be able to place item holds.

iii. The system must have the ability to send customized, automated email messages via SIPRNet, including overdue notices.

4. Implementation and Migration

a. Data Conversion

i. The vendor must provide comprehensive data conversion services as part of the implementation of the new system and work collaboratively with the Library staff to ensure a complete and accurate migration of all necessary data, including bibliographic records, inventory, etc.

ii. The vendor must provide a detailed conversion plan, including timelines, data mapping strategies, testing phases, and a process for final validation and acceptance by the Library staff prior to going live.

iii. It is acceptable for the vendor to charge a one-time fee for the implementation service. This fee should be clearly itemized and included in the pricing section of the proposal.

b. Description of the System to be Converted

i. The current legacy system is a text-based and menu-driven program with command-line interaction. It is comprised of several databases, is accessed via Unix virtual terminal, and it holds more than 716,500 catalog entries. The present system does not support digital content management or resource sharing and lacks a non-administrator interface.

ii. The digital assets of the Reports Library, both classified and unclassified, are located on SIPRNet drives, totaling over 88,000 files and encompassing over 250GB of storage space. The remaining holdings of the Library consist of paper textual documents, microforms, and other magnetic media.

iii. There are approximately 1,000 Full Time Equivalent staff who would have end-user access to the system and five Library staff members need administrator access to the system.

5. Patron Experience

a. Information Retrieval

i. The Library’s technical reports must be searchable in an intuitive search-engine-like interface with faceted navigation.

ii. Search results must sufficiently describe the classification of documents according to DoDM 5200.01, Volume 2, ‘DoD Information Security Program: Marking of Information.’

iii. Search results must sufficiently describe the distribution limitations of documents according to DoDI 5230.24, ‘Distribution Statements on DoD Technical Information.’

b. User Interface

i. Customization options must include the ability to customize the look and feel of the user interface, including the text used to label elements of the user interface, the appearance of brief and full search results, and branding including the inclusion of the logo and the ability to change colors in the user interface.

ii. It must provide users with the ability to link directly to full-text content.

iii. Ideally the solution will facilitate communication between patrons and staff via messages or request forms.

6. Data Analysis

a. Analytics Toolset

i. The solution must include as standard a comprehensive analytics component that is an integral part of the system.

ii. It must be possible to generate canned reports provided by the vendor as well as create customized reports.

iii. It should be possible to track in-house usage of items in physical collections.

Period of Performance:

The period of performance of this effort is five (5) years after date of award.

Required location of Performance or Installation of equipment:

The solution must be hosted in private cloud or SaaS environment.

Warranty:

N/A

Training Requirements:

The vendor will provide a comprehensive training plan for understanding and using all system functions. The system should offer web-based training materials. The training materials should include videos as part of the instructional content, providing visual demonstrations and examples to aid in staff training and understanding.

Security Considerations:

The Vendor agrees that all personnel assigned to this Project shall adhere to all NRL’s security policies and guidelines at all times.

Documentation:

All documentation related to the system should be accessible to all library staff members. It should be provided in a format that allows easy access and searchability. The system should provide online help resources. Context-sensitive help should be integrated within the system, providing relevant assistance based on the user's current context.